The AUTOMAIT platform’s User Management module consists of 4 sections related to the management of users on your platform.

The sections are Users, Invite User(-s), User Access and Email Sending & Log. 

With these elements you will be able to invite and manage users on your AUTOMAIT platform. In the following articles, we will be going more into each of the sections.

The Users section is where you (the Automation Officer) can get an overview of the users on your AUTOMAIT platform.

There are 4 standard roles set up on the platform. 2 roles for business developers and/or business process owners/managers called Automation Officer and Automation Manager, respectively. 1 role named Operators for anyone in your organization assigned to any workflow (access to specific workflows can be granted at both role and individual user level and at each workflow step, in accordance with your business procedures). And 1 role for external participants called Customer. This role is directed at external users to your organization that you build self-service areas to (as with the Operator role, individual access permissions  can be set in the Content Control section as well as the Categories section).

 

Both the Automation Officer and Automation Manager  roles can access the AUTOMAIT dashboard and work on business automations for your organization. But only the Automation Officer can access the Account section and the Users section.

This is because this section grants you permission to change user roles by adding or removing roles to users.

The Automation Manager however, will have access to the other User Management modules, and will be able to invite users, set access permissions for your organization or customers and view the email log. You can of course request us to change that via a support ticket).

The Invite Users section allows you to invite users to join your AUTOMAIT platform, to either work on automations or participate in workflows.

 

The Invite Users section consists of a few elements, all of course aimed at onboarding users on your platform. The Invite Users element almost introduces itself. Simply invite users to sign up on your platform by adding their email addresses in the invite box. Add one email address per line and click ‘Send Invitation’. The invitees will now receive a link to register on your platform.

The ‘Email Template’ elements let’s you customize the message for the users signing up:

And with the Registration Template you are able to change the labels in the sign up process for your users, if you would like to do so:

Creating a level

In the admin panel on your AUTOMAIT platform, navigate to User Access > Add New.

In the title field, enter a short, descriptive name for your new level. To avoid confusion with User Roles or other plugins, we recommend the naming convention title + Level. E.g. if you want to name it Subscriber, consider using Subscriber Level instead.

You should see the following tabs just below the title field:

  • Access Conditions
  • Members
  • Options

 

 

Level Options

  • Default Access
    All unrestricted content (default): Members can also access all content that has not been restricted by other levels
    • Restricted content only: Members can only access the content that has been restricted for this level
  • Extend Level
    If you have more than 1 level, you can add this level as an extension. This means that access conditions and capabilities will be inherited.
  • Non-Member Action
    Select whether unauthorized users should be redirected to another page/URL, or if they should see a teaser (everything before the < !–more–> tag) along with content from another page, such as a login form.
  • Duration
    Set the membership duration for users in the level. If the level is synchronized with a User Role, the duration will automatically be indefinite.
  • Hide Admin Toolbar
    Automatically hide the admin toolbar on the frontend (this can be left as is).
  • Level Name
    The Level name is a unique identifier that can be used in shortcodes and the API. A name will be generated from the level title.
    Important: Changing this will break shortcodes and API functionality depending on the name.

You can now click Save in the upper right corner on the screenDon’t worry, until you add any access conditions or capabilities, this level will not affect your users in any way, regardless of the options you selected before.

Adding members

There are currently two ways a user can be associated with a level:

  • Add the individual user as a member
  • Synchronize the level with a User Role
Good to know: Users can be a member of multiple levels simultaneously.

 

 

Add individual users

A user can be added manually to a specific Access Level from the Level Edit screen or from the Profile screen in the admin panel. If the level has a duration, the membership will become inactive after the time has passed.

 

Sync with a User Role

Synchronizing a User Role with an Access Level means that all users with that specific role will automatically become members of the level as well. The duration of the membership is indefinite, as long as the user has the synchronized user role.

Good to know: It is also possible to synchronize with All logged-in or logged-out users.
Note: Synchronized levels do not support drip content (unlock time for new members).

Extending a level

The Access Levels you create are real hierarchical levels and can extend each other. When a level extends another level, it will automatically inherit all the access conditions and capabilities from it.

This means that if a user is a member of level A, and level A extends level B, then all content restricted by level B will become accessible to the user as well.

 

How to extend membership levels

Let us say you have two Access Levels, Gold and Silver. You want your members of the Gold level to be able to see content restricted by the Silver level as well.

  1. Go to User Access > Access Levels and click on edit for the Gold level
  2. Go to the Options tab
  3. In the Extend dropdown, select the Silver level and click Update

 

Your Gold level now inherits all the access conditions and capabilities from your Silver level. You can create as many hierarchical levels as you want, e.g. Bronze -> Silver -> Gold -> Platinum.

Limit access to pages – simple conditions

After you’ve created a level, configured its options and added some members, it’s time to make it restrict content on your site.

Good to know: To prevent lock out, administrators will by default have access to all content regardless of the restrictions created.

 

Restrict Blog Page and All Posts

Display sidebars on all posts and blog page

User is logged into the admin panel as an Admin.

  1. Go to the Edit Level screen for the selected level in User Access > Access Levels
  2. In the Conditional Logic box, click on the “– Select content type –“ dropdown and select Posts
  3. In the newly added condition, you’ll see an input field saying “All Posts / Blog Page”. Leave it empty.
  4. That’s it, the Blog page and all single posts will now be inaccessible to users without this level.

 

Good to know: Conditions are saved automatically on change, you do not need to click Update for the level.

 

Restrict Pages or Post Types

User is logged into the admin panel as an Admin.

  1. Go to the Edit Level screen for the selected level in User Access > Access Levels
  2. In the Conditional Logic box, click on the “– Select content type –“ dropdown and select Pages or any custom post type
  3. In the newly added condition, click on the input field to select individual items. You can search by typing.
  4. That’s it, the post type items you selected will now be inaccessible to users without this level.

 

Note: Links that point to restricted content will not be hidden automatically.

Condition Settings

If you click on Settings in the lower right corner of a condition group, you will see some extra options:

 

Singulars and Archives
Target content in a specific state, such as all single posts, the Blog page (posts archive), or both.
Negate conditions
Limit access to all content but the selected.
Auto-select new children of selected items
If a page, category, or other hierarchical item has been added as a condition, any future children/sub-items will be added as conditions as well.
Unlock Time for new members
Select how long a user needs to be a level member, before the content gets accessible. This is also sometimes referred to as drip content.

Limit access to contexts – mixed conditions

The User Access  section lets you add unlimited level restrictions that you can mix and match in any way you like. Using logic: AND, OR and NOT, you can restrict content that meets specific conditions, which we refer to as contexts.

When to use AND or OR?

A simple way of determining if a condition should use logical AND or OR is by saying this:

 

Limit access only if the visited webpage is a ________ AND/OR a ________

 

Using OR – simple: Limit access only if the visited webpage is a Post OR a Page

Using AND – mixed: Limit access only if the visited webpage is a Post AND (written by) Author X.

 

In the following examples, we show how you can restrict a context by adding another condition to a level that restricts all posts. The examples can be read independently, but it is recommended to read them in order.

 

Restrict Posts with Tags

Display sidebar on posts with select tags

 

  1. In the Posts condition group, click on the “– Select content type –“ dropdown and select Tags
  2. Click on the input field saying “All Tags / Tag Archives” and select the tags you want. You can search in the field by typing.
  3. That’s it, all posts with the selected tags will now be inaccessible to users without this level.

 

Restrict Posts by Authors

Display sidebar on posts by authors

 

  1. In the Posts condition group, click on the “– Select content type –“ dropdown and select Authors
  2. Click on the input field saying “All Authors” and select the authors you want. You can search in the field by typing.
  3. That’s it, all posts written by the selected authors will now be inaccessible to users without this level.

 

Restrict Posts published at a select Time (Add-on)

 

  1. In the Posts condition group, click on the “– Select content type –“ dropdown and select Dates
  2. Below the input field saying “All Dates / Date Archives”, select a day, month and year and click Add. You can leave out e.g. day to target only month and year.
  3. That’s it, all posts published at the selected times will now be inaccessible to users without this level.

 

Restrict all conditions above

As you see, it is possible to combine several conditions into a single condition group to target a very specific context. If you have followed all the examples above for the same level, the conditions will now say:

Limit access only if the visited webpage is a Post (and) with the selected Tags, (and) written by the selected Authors, and published at the selected Time.

 

 

We could keep adding conditions to this level, but you should now have a good idea how to take advantage of mixed conditions.

 

Tip: Adding conditions step by step is a good way to make sure the restrictions work as expected. Restrict User Access will not identify invalid or unreachable conditions.

Limit access with shortcodes

In addition to being able to restrict whole posts and pages, you can also choose to restrict only select sections of the content.

 

Good to know: As with Access Conditions, administrators are by default able to see all content hidden by restriction shortcodes.

 

Restrict Content Shortcode for Levels

If you have a level with the name “platinum”, you can hide a section for unauthorized users with the following shortcode:

[restrict level="platinum"]

This content can only be seen by members of Platinum level or above.

[/restrict]

 

Likewise, if you want to hide a section for level members, use the following code (notice the !):

[restrict level="!platinum"]

This content can only be seen by users without Platinum level or above.

[/restrict]

 

If you want exclusively show content to multiple levels that do not extend each other, you can use commas to separate them:

[restrict level="platinum-a,platinum-b"]

This content can only be seen by members of Platinum A or Platinum B level or above.

[/restrict]

 

Important: The level parameter only accepts the level name, not the title or id.

 

Restrict Content Shortcode for User Roles

Restricting content to roles is done in the same manner as levels, but with a “role” parameter instead.

[restrict role="subscriber"]

This content can only be seen by subscribers.

[/restrict]
[restrict role="!subscriber"]

This content can only be seen by users without subscriber role.

[/restrict]
[restrict level="contributor,editor"]

This content can only be seen by contributors and editors.

[/restrict]

Special Pages – Front Page, Search, 404

This condition lets you restrict access to the following content:

  • Front Page
  • 404 Page / Not Found
  • Search Results

 

Example – All Special Pages

Only authorized users will have access to the front page, search results, or 404 page.

 

Post Types – Posts, Pages, Blog, Archives

This condition lets you restrict access to all or individual post types, and post type archives – including the Blog page and WooCommerce Shop page.

 

Custom Post Types are automatically supported as conditions.

 

Example – Individual Products

Only authorized users will have access to the pages for Product 1 or Product 2.

 

Example – Blog or Post Type Archive

Only authorized users will have access to the Blog page (Posts archive).

 

Good to know: This approach will work for all special pages acting as post type archives.
 

Taxonomies

This condition lets you restrict access to content containing any or select taxonomy terms and taxonomy archive pages.

 

Public Custom Taxonomies are automatically supported as conditions.

 

Example – Posts with Category

Only authorized users will have access to webpages (any post type) that contain Category 1 or Category 2.

 

Example – Category Archive

Only authorized users will have access to the archive pages of Category 3 or Category 4.

Page Templates

This condition lets yourestrict access to pages with any or select templates.

 

Example – All Page Templates

Only authorized users will have access to pages that use a template selected on the Edit screen.

 

Languages – Multilingual content

This condition lets you restrict access to content in select languages. The multilingual WordPress plugins currently supported are:

  • qTranslate X
  • Polylang
  • TranslatePress
  • Transposh Translation Filter
  • WPML

 

Example – Pages in Danish

Only authorized users will have access to pages written in Danish.

In the Email Sending & Logs section, you will be able to track the emails that your AUTOMAIT platform is sending out. Most often this will be notification and confirmation emails related to an automated workflow you have set up.

This section also allows you to send out emails from your platform. This feature will most often be used to test the platforms email sending capabilities but can also be used to send an email to a recipient.